Terms & conditions

Version 2026-10-24.1 · Updated 24 October 2026

These terms explain how North West Office provides its business services. Read them alongside your written quotation, order or service agreement and our privacy notice. Your agreed scope, price, start date and any specific service terms take priority where they differ. Viewing this page does not create a subscription or replace an existing signed agreement.

About North West Office

North West Office provides website, hosting and business administration services from 455 Leyland Road, Lostock Hall, Preston, Lancashire, PR5 5SB. Contact info@nw-office.co.uk for a service or contract enquiry. Existing customers should use portal support tickets for service support. These services are offered for business use. Nothing here removes rights that cannot lawfully be excluded.

1. Agreeing your service and price

We confirm the work, included features, price, billing arrangements and activation before a paid service starts. A public “from” price is a starting point; your written proposal confirms the total for your requirements. NWO is not currently VAT registered and does not add VAT to its quoted prices. Domains, equipment, extra licences, migration and other third-party charges are separate unless expressly included.

Simple Invoicing is advertised at £7.99/month for sole traders and £12.99/month for limited companies, with staff access included. Send Signed Sorted is advertised at £7.99/month for 50 requests, with a maximum of 10 requests per day. These monthly packages have no annual commitment. Website design up to 10 pages is advertised at £900 including first year’s hosting, with £5/month website care thereafter. The agreed scope confirms included updates, support, reporting, ownership and any third-party licences.

Hosting alone starts from £5/month, managed business email from £5/month, and hosting plus managed email from £10/month. Bespoke work, equipment, provider connections and other services are quoted for the requirements. The shared estate-agent platform is planned for 2027; a full CRM and integrated agency e-signing are future developments. Development features and planned launch prices are not a promise of present availability.

Invoices fall due on the date shown. Portal invoice schedules prepare invoices; they do not collect card or bank payments automatically. We agree any extra work or capacity before charging. The business owner can cancel Simple Invoicing in their account to stop future renewals. For other services, contact NWO and follow the cancellation arrangements in your written agreement. Cancellation does not automatically erase records or cancel a separate domain, licence or provider contract.

2. Your account and business records

Use accurate business and contact information, keep your login and security codes private, and give each staff member their own account. The owner controls staff membership and is responsible for reviewing access when someone leaves. Staff with access can work with their business’s records. Each business workspace is separate; NWO administrators may access records when needed to operate, support and protect the service.

Upload only information and content you are authorised to use. Check recipients, business identity, bank instructions, VAT treatment, totals, dates, attachments and links before issuing or sending. Keep copies of records needed for your business. Contact NWO before uploading special-category data, identity documents or information requiring a specific retention or security arrangement.

Invoicing and income summaries are administration tools. They do not check your bank automatically, collect payment, file tax returns or replace professional accounting advice. Record each receipt once. Issued invoices and quotes are locked; use the available void/replacement process and consult your accountant where a paid invoice or VAT correction is involved. Recurring drafts must be reviewed, issued and sent. A recurring domain invoice does not renew a domain at its registrar.

3. Email Marketing

General campaign sending is currently paused pending provider approval and final release checks. Eligible pilot accounts can prepare contacts, lists and drafts and use controlled test copies subject to verification and allowance. Accepting usage conditions does not enable campaign sending or start a paid subscription.

Planned launch packages are £9.99/month for 1,000 active contacts and 5,000 emails per month, or £19.99/month for 2,500 active contacts and 15,000 emails per month. The default maximum is 500 attempted emails per business in a rolling 24 hours, or a lower limit set for that account. Tests, failed and uncertain attempts count. Monthly allowances, queued reservations and shared provider capacity also apply. A campaign to 500 eligible people uses 500 emails. There are no automatic overage charges; a package or capacity change requires agreement.

Use only contacts who explicitly agreed to receive marketing from your business and keep evidence of that permission. This is NWO’s service policy, which can be stricter than a legal marketing exemption. Purchased and scraped lists are not allowed. Identify your business, use a verified sender you control, include your business postal address and keep the unsubscribe and NWO service footer intact.

Do not bypass opt-outs by importing an address again or adding it to another list. Unsubscribes exclude future marketing from that business; invoices and account messages are separate. Hard bounces and spam complaints can cause suppression across the sending service. NWO may pause an account or campaign to investigate abuse, complaints, harmful content, failed verification or delivery problems.

Messages are queued and processed in controlled batches. Schedules use UTC and may be up to 30 days ahead. Account permission, current agreement, sender checks, suppression and available capacity are checked when processing. You can cancel recipients that remain queued; sent messages cannot be recalled. A provider may have accepted a message even if the recorded result is uncertain, so do not resend blindly.

“Accepted” means the sending provider accepted the message. “Delivered” means the receiving mail server accepted it; neither guarantees inbox placement or that a person read it. Open and click tracking are currently off. Automatic campaign report emails are not running, even where preferences can be saved. Campaign and agreement records are retained for service history; copies of sent campaigns can be used to create new drafts.

Current mailing usage conditions

The business owner must explicitly accept the current version in the portal before sending can be enabled. Earlier acceptance records remain stored. Updating this page does not accept conditions on anyone’s behalf.

4. Send Signed Sorted

The current live service is operated by NWO administrators and uses one finished unsigned PDF and one recipient per request. Recipients sign in, review the original PDF and provide a typed-name signature linked to it by a separate completion record. A signature image is not added to the PDF’s pages. Keep the original and completion record together.

You must have authority to share and send the document and must check that this signing method is suitable for the document and any applicable formalities. Do not assume every document can use this method. A reusable template copies the original PDF; it does not remove names, signatures or private information already printed in it. Review the template before reuse.

The £7.99 monthly package includes 50 signing requests, with a maximum of 10 per day, for ordinary small-business use. About 16p per request is an effective price only when all 50 are used, not a pay-as-you-go rate or a charge per completed signature. Access and available features are confirmed before billing. Customer self-service sending, an in-app document designer, automatic completed-copy emails and automatic seven-day deletion are not yet available. Current documents and records remain stored until an agreed retention or deletion process is carried out.

5. Processing your business’s personal data

This section sets out the processing terms to be read and agreed with your service order where NWO processes personal data on your business’s behalf. Your business is the controller of the customer, contact, staff or recipient data you decide to enter; NWO acts as processor for providing the agreed workspace and service. NWO is separately responsible for its own account administration, billing, security, suppression and support purposes as described in the privacy notice.

Scope and instructions

Processing lasts for the service relationship and the agreed return or deletion period. It consists of receiving, hosting, organising, retrieving, displaying, transmitting, securing, backing up and returning or deleting the records needed to operate the ordered services. Data can include names, business contact and billing details, email addresses, invoices, quotes, income records, mailing memberships, permission notes, campaign content and events, PDFs, signing evidence and support messages. People concerned include your staff, customers, prospects who have agreed to marketing, document recipients and business contacts.

Your documented instructions are the agreed service order, the authorised actions you and your staff take in the portal, and instructions saved through support or other agreed written channels. Your business determines the lawful purpose and basis, provides required privacy information, ensures instructions are lawful, and can ask about or correct those instructions. NWO will process on documented instructions, including for international transfers, unless required by UK law; where permitted, we will tell you of that requirement before processing. We will tell you if we believe an instruction infringes applicable data protection law.

Confidentiality and security

NWO will restrict access to authorised people subject to confidentiality obligations and use appropriate technical and organisational measures to protect the data. Measures include authenticated access, business-scoped records, protected document access, encrypted signing-document storage, server-side sending credentials and backups. No service can promise freedom from every failure or security incident. We will notify your business without undue delay after becoming aware of a personal data breach affecting data processed for you and provide available information and reasonable assistance with the response.

Service providers and transfers

The service uses QuickHost for hosting and hosting email, Amazon Web Services for mailing delivery and sending events, and Apple iCloud for the NWO correspondence inbox where applicable. AWS SES is configured in London; recipient mail providers, provider support and related processing may involve other locations. The applicable provider contracts and lawful transfer safeguards must cover any restricted international transfer.

Where these providers process your business’s data on our behalf, they are sub-processors. By agreeing these processing terms, you authorise the listed providers for those purposes. NWO will use written terms that require equivalent applicable data-protection obligations and remains responsible to you for its sub-processors’ performance of those obligations. Before adding or replacing a sub-processor that handles your data, NWO will give written notice and a reasonable opportunity to raise a data-protection objection before the change takes effect. We will work with you to resolve it and agree an alternative or the affected service’s end where necessary.

Requests, assistance and checks

Taking account of the processing and information available, NWO will provide appropriate assistance with individuals’ access, correction, deletion and other rights; security obligations; breach notifications; impact assessments; and required consultation with the ICO. We will pass requests concerning your controlled records to your nominated contact and act on your documented instructions, unless the law requires another response. NWO will make available information needed to demonstrate compliance with these processing obligations and allow reasonable audits or inspections by your business or its appointed auditor, with arrangements that protect other customers’ confidentiality and security.

End of service

At the end of the processing service, NWO will, at your business’s choice, return or securely delete the personal data processed for you and delete remaining copies unless UK law requires retention. Contact support to arrange this; cancellation alone does not trigger an automatic deletion job. We will explain the applicable backup replacement period and any lawful retention before completing the request. Minimal suppression information may still be needed for NWO’s separate responsibility to honour opt-outs and protect the sending service. Do not upload data requiring a fixed deletion deadline without agreeing the arrangements first.

6. Support, availability and changes

Use the help guides and your portal support ticket to report a problem. Include what you were trying to do, the error and approximate time. Do not send passwords, security codes, AWS keys or payment-card details. If you cannot sign in, use the password-reset option or contact NWO about account access.

We aim to provide the agreed service with reasonable care and skill. Availability depends on maintenance, networks and service providers; uninterrupted access, delivery, search rankings, referral income and particular business results are not guaranteed. Any specific support response or availability commitment must be in your written service agreement. We may restrict affected access where reasonably necessary to address abuse or security, and will explain the issue when safe and practicable.

We will confirm material service or price changes before they take effect under your agreement. New mailing usage conditions require a new acceptance before future sending; earlier versions and acceptance evidence are retained. Existing contracts are not silently replaced by a website edit. For a concern or complaint, contact NWO with the relevant account or service reference so we can investigate.

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